Policies & Procedures | Flame Dance Studios

The responsibility lies with the parent/guardian to keep Flame Dance Studios updated in writing with any vital information regarding the students personal, contact and medical information etc. and to complete a new registration form if or when appropriate. A copy of emergency numbers is kept on the register, this must be kept up to date.

Students will be supervised during class time only and parents/guardians must ensure the safety of their children before entering and after exiting the studio. Children must not be left unsupervised before or after their class.

The responsibility lies with the parent/guardian as to the fitness of the student to attend class and you must inform Flame Dance Studios if the student has an injury or medical condition.

It is important that teachers are aware of any learning difficulties the student may have in order to provide the best possible teaching methods.

Parents/guardians must inform Flame Dance Studios of any allergies or health conditions and should inform us of any actions to be taken.

If the child is under the care of a person not named as their emergency contact before and after lessons, it is the parent/guardians responsibility to ensure that a contact number is provided either for this person or for a person able to contact that said person in case of an emergency.

Parents/guardians understand that in the unlikely event that the building needs to be evacuated (i.e. fire or other alarms going off) it is the teachers responsibility to guide the students to the arranged meeting point where a register must be taken before students are permitted to leave.

Any other persons waiting in the building are to make their own way from the building using the nearest fire door (which may not be the same as the students). If any other children not attending classes are in the building, they are the responsibility of the accompanying adult.

It is the nature of dance teaching that sometimes it is necessary for the teachers to have physical contact with the student, to help them gain understanding of where the body should be or where they should feel a certain stretch to aid correct positioning and posture. It is your responsibility to ensure that the principle is made aware if no such consent is given in the physical aiding of pupils. It is also your responsibility to ensure that the principle is made aware if members of staff are not allowed to assist students under 6 years old to the toilet if an accompanying adult is not available.

Flame Dance Studios Responsibilities

A copy of the students emergency number will be kept on the register (However, it is the responsibility of the parent/guardian to ensure this is kept up to date).

In case the building needs to be evacuated (i.e. fire or other alarms going off) all teachers have a clear understanding of their responsibilities. The teachers will guide the students to the arranged meeting point where a register will be called before students are permitted to leave.

It is the schools responsibility to keep a fully equipped First aid box and cold packs are available for use together with other first aid equipment. In case of an incident – an accident/incident report must be made.

All personal data will be held in line with the Flame Dance Studios Privacy Policy which can be found on Flame Dance Studios website here or a hard copy can be requested.

Consent

In the event of a medical emergency where a parent/guardian cannot be contacted the parent/guardian authorises Flame Dance Studios to seek medical advice for the child.

In the event of a medical emergency the parent/guardian authorises Flame Dance Studios to administer first aid.

If required the school will contact the emergency services first, then the parent/guardian of the student(s) involved by the telephone number on the class registers.

Parents/guardians understand that dance is as active an engagement as any sport, and whilst every effort is made to avoid them, injuries can happen. Flame Dance Studios accepts no responsibility for injuries sustained via any means other than a teacher’s negligence.

Consent is required for the students to have photographs and videos taken while at Flame Dance Studios. These images are used externally on our website, advertising posters and on social media and to produce a DVD of our shows. Please note we never use the student’s names in any photos/videos we use.

During Lessons

Please ensure all young children have been to the toilet before the lesson starts.

Pupils should not wear any jewelry that may pose a risk to themselves or others (stud earrings, and jewelry worn for religious or cultural reasons are acceptable).

Please ensure that the elastics on the student's ballet shoes are securely sewn and neither too loose nor too tight.

Once your child has settled in we ask that all parents/guardians please use the waiting areas provided or leave the premises.

Water is permitted in sports bottles.

Students will be kind and considerate to all other students.

New pupils

Each new pupil is given a taster lesson before deciding whether or not to commit to the remainder of the term.

In some circumstances we can extend the taster period until the child has settled.

After the taster period the remaining cost of the term must be paid.

Parents/guardians of new starters under 4 years old are encouraged to sit in our waiting area as it aids the settling in of children but in some circumstances we will allow parents/guardians to sit in the classroom until the pupil is settled.

Parents of new starters over 4 years old are encouraged to sit in the waiting area or leave the building on their first lesson.

Fees

1. Payment Schedule

Our term fees are a monthly subscription.
Tuition is due on the 1st of each month.
Payment will be retried on the 4th and the 9th of the month, if previous payments fail.
Payments are spread over 12 months to reflect the 44 weeks of lessons offered annually.
Our monthly payment structure spreads the total annual tuition cost over 12 months. This means each monthly payment covers a portion of the total lessons offered throughout the year.
We are closed for 2 weeks at Christmas, 1 week at Easter, 1 week over May half term, and 4 weeks in August. These closures are already factored into the monthly payment amount.
Any changes to the regular schedule (e.g., additional days off) will be reflected in the following month's invoice.

2. Joining Mid Month

If you book into classes mid-month, your first payment will not be taken until the 1st of the following month.
We will add a covering payment to charge for any classes your child has attended before the 1st of the month.

3. Class Cancellations

If we cancel a class, the cost of that class will be deducted from the following month's payment.

4. Missed Lessons and Catch Up’s

We understand that sometimes classes might be missed due to illness or other commitments. We offer catch-up opportunities for missed lessons in any class suitable for your child's age. Catch-up sessions must be arranged with us in advance by email and must be taken within 10 weeks of the missed lesson.

5. Severe Illness

In the case of a severe illness that significantly impacts your child's ability to participate (e.g., broken bones, hospitalisation), we offer a temporary pause on tuition payments.
Notify us in writing by email to flamedancestudios@gmail.com as soon as possible.
Once we receive your notification we will pause your monthly tuition payments. We will resume your regular monthly payments upon notification from your doctor that your child is cleared to return to class.
You may be responsible for a pro-rated payment for any lessons attended before the illness that are not yet covered by your most recent invoice.
This policy is intended for exceptional circumstances and is at our discretion.

6. Student Withdrawal

Subscriptions are not a direct debit. To cancel your subscription you will need to contact us.
A minimum 3-week notification is required to remove your child from the class.
Notification must be made by email to flamedancestudios@gmail.com.
If you require immediate withdrawal (less than 3 weeks' notice), you will be responsible for tuition for the following 3 weeks. This may have already been covered by your monthly installments, or an additional prorated amount may be added to your next invoice to cover these lessons.
Please note that as lessons are ongoing throughout the year, you may be responsible for payment for lessons your child has already attended, but which are not yet covered by your past payments.
We will calculate any outstanding balance by considering the number of lessons attended since your child's start date or the beginning of the academic year (whichever is applicable) and comparing it to the payments already received.
Your monthly payment will be adjusted accordingly.

7. Payment Methods

Subscriptions use a recurring card payment rather than a direct debit. When setting up your subscription on Class for Kids, you will enter your card details rather than using your sort code and account number.
Class for Kids use this method to put you at ease if your payment fails. The subscription will be retried again on the 4th and 9th of the month.
This will not affect your credit score.

8. Standard Legal Clauses

These Terms and Conditions constitute the entire agreement between you and Flame Dance Studios Limited regarding monthly tuition payments for your child's enrollment in our classes.
We reserve the right to amend these Terms and Conditions at any time. We will provide notice of any changes by updating the terms and conditions on Class for Kids. It is your responsibility to review the Terms and Conditions periodically for updates. Your continued enrollment in our classes after any changes are posted will constitute your acceptance of the revised Terms and Conditions.

Safeguarding

Flame Dance Studios is committed to safeguarding and promoting the welfare of all children and expects all staff, visitors and parents to share this commitment.

It is every dance school's statutory responsibility to safeguard and promote the welfare of children, as outlined by the DFE in its publication Keeping Children Safe in Education.

This means that the dance school must protect children from maltreatment, prevent impairment of children’s health or development, ensure that children grow up in circumstances consistent with the provisions of safe and effective care and take action to enable all children to have the best outcomes in life. Our safeguarding officer is Eleri Roberts (Principal) and our deputy is Ffion Roberts.

At Flame Dance Studios we ensure that all members of staff and visitors who come into contact with the children and their families are clear on the role that they play in safeguarding children. We promote an ethos where children and parents feel comfortable sharing their concerns about their safety and well being of others.

Child protection is everybody’s responsibility and all people in the dance school community have a duty to act on any concern. If you are concerned about the safety of any child in our dance school, you must report this to the designated safeguarding leads - Eleri Roberts.

If you are concerned about the conduct of an instructor or a volunteer in our dance school, you must contact the Principal Eleri Roberts.

All staff members of our dance school wear a t-shirt with their name on it. This allows the staff, children and parents to know who the staff members are in the dance school, ensuring that everyone feels safe.

Photographs must not be taken (or recordings made) whilst on site unless authorised by the dance school to do so.

Visitors Procedures (not related to the drop off and collection of pupils)

All visitors (excluding class attendees and parents/guardians) must sign in at reception.

All visitors will be asked to remain under the supervision of a designated member of staff whilst on site.

All visitors (excluding class attendees and parents/guardians) must sign out at the reception before leaving the site.

Child protection policy

Flame Dance Studios fully recognises its responsibilities for child protection.

Our policy applies to all teachers and staff working in the school. There are three main elements to our policy:

1. Ensuring we practice safe recruitment in checking the suitability of potential staff to work with children – this is achieved by running a DBS (formerly CRB) check against all new teachers.

2. Raising awareness of child protection issues and equipping children with the skills needed to keep them safe.

3. Establishing a safe environment in which children can learn and develop.

The school will endeavor to:

– Establish and maintain an environment where children feel secure, are encouraged to talk and are listened to.

– Ensure children know that there are adults in the school whom they can approach if they are worried.

This policy applies to both children under 18 years and vulnerable adults.

Flame Dance Studios has a duty of care to safeguard all children from harm whilst involved in tuition, practice and performance during the time they are in class under supervision.

The Flame Dance Studios Child Protection Policy is to follow good practice guidelines. These guidelines cover physical injury, sexual abuse, emotional abuse and staff are made aware of their responsibilities which include avoiding unnecessary physical contact and/or private or unobserved situations.

Included in our registration form will be a disclaimer for all parents/guardians/carers to give their permission for photographs and/or video recordings to be taken from time to time by school staff or appointed professionals for promotional material for the school and social media. If any parent/guardian/carer objects to this, it is their responsibility to ensure that the principal is made aware. If you require a change to this, it is your responsibility to ensure that the principal is made aware.

Behaviour Policy

Standards of Behaviour expected: All members of the dance school community are expected to:

– be responsible for their own actions and to know how to behave.

– show self-discipline and support others.

– have good manners and be polite.

– show understanding and respect towards each other and others’ property.

– display positive attitudes to school and work which emphasises high standards.

Occasionally, parents need to be more directly involved and we believe that by working closely with pupils and parents we can achieve positive results.

Flame Dance Studios staff are responsible for modelling good behaviour and having high expectations of all children with regard to their behaviour. The studio environment gives clear messages to the children about the extent to which they and their efforts are valued. Resources should be arranged to promote independent learning and minimise disruption. Displays should help develop self-esteem through demonstrating the value of every individual’s contribution.

Praise should be used to encourage good behaviour as well as good work.

Anti-bullying Policy

Here at Flame Dance Studios we do not tolerate bullying of any kind and It is expected that parents will support Flame Dance Studios in encouraging their children to show respect and support Flame Dance Studios authority when disciplining its pupils. Any incident of apparent bullying is investigated. DfE guidance defines bullying as “actions that are meant to be hurtful and which happen on a regular basis. Bullying can be direct or indirect.”

At Flame Dance Studios we are committed to working with staff, pupils, parents and carers to create and maintain a happy, family friendly atmosphere where all forms of bullying will not be tolerated, including when bullying is motivated by prejudice or negative attitudes towards a person’s race, religion, nationality, ethnicity, disability, gender, gender identity and sexual orientation (LGBT).

Flame Dance Studios’s anti-bullying policy has been developed with due regard for our duties and obligations under existing legislation for the safeguarding and wellbeing of all our pupils and we will take all steps to ensure their safety.

Flame Dance Studios aims to build a feeling of confidence in children and parents so that they know that all reports or suspicions of bullying will be investigated.

Flame Dance Studios aims to equip children with the skills, attitudes and values that will prepare them for adult life. Children who exhibit bullying behaviour may carry it into adult life. Prevention of bullying in order to avoid bullying. Flame Dance Studios aims to establish a positive approach to behaviour.

Equal Opportunities Policy

Flame Dance Studios actively promotes diversity and equal opportunity in all aspects of its work and seeks to prevent discrimination against any individual or group within Flame Dance Studios, on the grounds of racial/ethnic heritages, religious or political belief, socio- economic and marital status, physical attributes, disablement, gender, sexual orientation and age.

Disabilities Policy

Flame Dance Studios recognises that it has clear obligations towards all its students to ensure that they are all afford the opportunity to realize their full potential.

Flame Dance Studios tries to anticipate the needs of all students who join with a disability or special need, or who become impaired during their course of study. The aim is that no one should be disadvantaged in any way.

If students have impairment, or have special requirements, they are encouraged to inform us as soon as possible (usually on the registration form). We rely on the parents/student to tell us what is needed. This will give us time to check that we can meet particular needs or, if not, make sure that suitable provision is in place by the time that student arrives. This policy embraces the Disability Discrimination Act 1995.

Health and Safety Policy

Flame Dance Studios aims to keep the working environment clean, tidy and free from hazards. Our teachers endeavour to conduct dance classes in a safe and proper manner, encouraging good warm-up and cool-down practices and supplementing the syllabus exercises by keeping abreast of the most up to date thinking in dance/sport medicine.

First Aid

Flame Dance Studios will comply with the requirements of the Health and Safety (First Aid) Regulations 1981.

First aid boxes are located throughout Flame Dance Studios premises and checked on a monthly basis by Eleri Roberts and where necessary the contents are replenished. The minimum legal provision of a suitably stocked first aid box will always be met.

Fire Risk Assessment

Fire Risk Assessments have been completed for the premises which gives details of the controls in place in order to minimise risk to life in the event of fire (this can be found on our website here or you can request a hard copy). All teachers are instructed on the action to be taken in the event of a fire or other emergency. All teachers will be fully conversant with procedures for fire prevention, detection and evacuation.

Risk Assessments

It is Flame Dance Studios’s policy that formal written risk assessments will be undertaken prior to commencement of any work, which is potentially harmful to health. All risk assessments can be found on our website here or you can request a hard copy.

Training

All new teachers will receive health and safety induction training. A record of this training will be maintained with Eleri Roberts. Periodic refresher training will be provided and records of such training will be maintained with Eleri Roberts.

Eleri Roberts will ensure that all personnel have received suitable and sufficient training for the tasks that they will be expected to undertake. Where new processes/procedures are introduced training will be provided as required.

Training in respect of fire and emergency evacuation procedures will be mandatory for all teachers and will be practiced on a regular basis.

Teachers will perform CPD training and attend courses with the ISTD to ensure the highest level of teaching.

Data Protection Act

Flame Dance Studios keeps records of pupils on a computer database with password protection for the purpose of efficiency and consistency of administration. They can be viewed by you at any time. We will not share any of your personal details without your permission, aside from where the law allows. This complies with the Data Protection Act 1998.

Browsing our website

By simply browsing our site, we do not collect any personally-identifiable information about you.

Emailing us, enquiring about a class or responding to an advert

If you email us, you will share with us certain information. This will include your email address and could also include your name, your child’s name, their date of birth and any other details you tell us within the message. Only key members of our staff can read these messages and we will use the details you provide to enable us to fulfil your request (for example, giving you details about a suitable class) and to keep you up to date with information on our dance school.

Registering your child

If you register your child for our classes, we will collect personal information about you and your child. This will include your name, your email address and phone number as well as your child’s name, their date of birth, their school year, the date they started classes, if they have any needs or conditions we should be aware of (for example allergies, disabilities or any medication they might need to take whilst dancing). With these details we will also store a record of exams your child takes with us, invoices we issue (including when and how they were paid) and any items you order from us (for example uniform or show tickets). We store this information securely and only key members of staff have access to it. We use the information to provide our services to you, keep you informed, and help us tailor our services better to the needs of our customers. We DO NOT share your details with any third party companies.

Information others collect

ISTD

The ISTD will become our examining body when children begin to take examinations. If you enter your child for exams, we will disclose certain details about your child. These include their name and previous exams (including scores) they have taken. If your child needs additional support during their exam (for example because they have a disability), the additional support they need will also be disclosed. You can prevent ISTD collecting information about your child by not entering them for exams. This will not affect your child’s ability to progress through our classes in any way. We do not disclose any of your child’s details to ISTD unless you enter them for an exam.

Your personal details are your property. Apart from the instances listed above, we do not disclose your details to anyone.

Parent/GuardianResponsibilities

Flame Responsibilities

Consent

Duing Lessons

New pupils

Fees

Safeguarding

Visitor procedures

Child protecton policy

Behaviour policy

Anti bullying policy

Equl opportunities

Disabilities

Health and Safety

First Aid

Risk assessments

Training

Data protection act

Browsig our website

Emailing

Registering your child

Info othes collect

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